Airbnb Check-In Instructions: Templates for Every Situation (2026)
Your check-in instructions are the most important thing you'll write as a host.
Not your listing description. Not your welcome letter. The check-in instructions — because they're read by a tired guest standing outside your door, possibly in the dark, possibly with children, almost certainly with low phone battery.
If they're unclear, you get a call at 10pm. If they're missing a step, you get a frustrated review. If they're perfect, your guest walks in feeling looked after — and that feeling sets the tone for everything that follows.
This article gives you ready-to-use templates for every check-in situation, plus the principles that make instructions actually work.
The 5 elements every check-in instruction must include
Before the templates, the non-negotiables. Whatever format you use, these five pieces of information must be present:
1. The exact address — not just the street, but how to recognize the building. "The red door next to the pharmacy" is more useful than "47 rue de la Paix" to someone who's never been there.
2. How to get in — entry code, buzzer name, which door to use, whether to push or pull, whether the code changes between visits.
3. Where the keys are — lockbox location, code, or person to meet. Assume your guest has never used a lockbox before.
4. The apartment location — floor, door number, any landmark (the one at the end of the corridor, the blue door).
5. What to do if something doesn't work — your phone number and the conditions for using it.
Everything else is secondary. Check-in instructions are one section of a complete house manual — and once guests are inside, they'll need your appliance instructions, the next most common source of questions.
Template 1 — Self check-in with lockbox (most common)
The standard for most Airbnb hosts. Guests arrive independently, no coordination needed.
How to arrive
The building is [landmark description — e.g., "the grey stone building between the bakery and the pharmacy on rue du Commerce"]. The main entrance is the large wooden door on the street — it doesn't look like an apartment building from the outside, which confuses people. That's the right door.
Entry code: [XXXX] — type the code and push firmly (the door is a bit heavy).
Getting to the apartment
Take the stairs / elevator to the [Xth] floor. Turn [left/right]. Apartment [XX] is the [first/second/third] door on the [left/right].
The keys
The grey lockbox is mounted on the wall [to the left / right] of the apartment door. To open it:
- Enter the code: [XXXX]
- Push the bottom of the box in, then pull down
- The keys are inside — take all of them
Once you're in
The WiFi is [Network Name], password [XXXXXX]. There's a welcome guide on the kitchen table with everything else you need.
Check-in is from [time]. Check-out is by [time].
If anything doesn't work as described, call or message me directly: [phone number]. I'm usually available within 15 minutes.
What makes this template work: the landmark description removes the "I can't find the building" problem. The numbered lockbox steps prevent the "I can't open it" problem. The explicit "call me" at the end prevents the "I didn't want to bother you" problem where guests suffer in silence and then write a review.
Template 2 — Self check-in, apartment building with concierge
When there's a building guardian or concierge who holds the keys.
Getting there
The building is at [full address]. The entrance faces [landmark] — look for the green intercom panel on the right of the main door.
The concierge
Press button [XX] or look for [Name] on the panel. The concierge is available [hours — e.g., Monday to Saturday, 8am to 8pm]. They'll give you the apartment keys directly.
If you arrive outside these hours: the key will be left in an envelope with your name at the concierge desk — they can leave it even when the booth is closed. Ring the bell marked "GARDIEN" for after-hours access to the desk.
The apartment
[Floor], door [XX]. The elevator is to the right of the main staircase.
Check-in from [time]. Check-out by [time].
My number: [phone]. Message first, call if urgent.
Template 3 — Self check-in with smart lock (code changes per booking)
For hosts using smart locks like Nuki, August, or Igloohome.
Your personal entry code
Your code for this stay is: [XXXX]
This code is active from [check-in time] on [check-in date] until [check-out time] on [check-out date]. It won't work before or after these times.
Getting in
Building entry: [code or instructions]
Apartment door: press any key on the keypad to wake it up, then enter your code [XXXX] and press the checkmark / confirm button. The lock will click and the handle will turn.
If the keypad doesn't respond: press and hold any key for 3 seconds to wake it. If the battery is low, you may see a red light — contact me immediately and I'll arrange a backup.
No physical keys
There are no physical keys for this property. The code is your key. Do not share it with anyone.
Check-in from [time]. Check-out by [time] — the code deactivates automatically.
Questions: [phone number].
Why smart lock instructions need more detail: guests who've never used a smart lock approach it like a combination safe. They tap once, nothing happens, and they assume it's broken. The "press any key to wake it up" step prevents 90% of smart lock support calls.
Template 4 — In-person handover
When you or a co-host meets the guest on arrival.
Hi [Guest name],
I'm looking forward to welcoming you on [date]. Here's how our arrival will work:
I'll meet you at the building entrance at [address] — the one with [landmark]. If you're running late, just send me a message and I'll wait. If I'm running a few minutes behind, wait at the entrance and I'll be there shortly.
I'll show you around the apartment when we arrive — it takes about 10 minutes and covers everything you need: heating, kitchen, WiFi, and anything that has a quirk.
My number: [phone]. Text works best.
See you [day]. [Your name]
Note for in-person handovers: even when you meet guests in person, send them written instructions afterward. Guests absorb very little during the physical tour — they're tired, distracted, and trying to take everything in at once. A message with the key points (WiFi, check-out time, your number) sent an hour after handover is almost always appreciated.
Template 5 — Late night arrival
When a guest is arriving after 10pm.
Hi [Guest name],
Just checking everything is clear for your late arrival tonight.
Entry code: [XXXX] — type it and push the door firmly.
Lockbox: on the wall to the [left/right] of apartment [XX] on the [Xth] floor. Code: [XXXX]. Push in, then pull down.
One thing worth knowing: the building is quiet after 10pm and the entry door can be a little stiff — push with your shoulder if it doesn't give immediately after the code. It opens fine, it just needs a firm push.
The WiFi is [Network], password [XXXX] — it's on a card by the kettle if you forget.
I'm available until [time] tonight, and from [time] tomorrow morning. If something doesn't work on arrival, message me and I'll respond immediately.
Sleep well. [Your name]
Why late arrivals need their own message: late arrivals are the highest-risk check-in scenario. Guests are tired. Things that seem straightforward at 3pm are confusing at midnight. A proactive message an hour before arrival, with only the essential information, dramatically reduces late-night support calls.
Template 6 — Remote property or complex access
For rural properties, properties with multiple gates, or anywhere the access is genuinely complicated.
Getting to the property
The property doesn't appear correctly in all GPS apps. Use these coordinates instead: [XX.XXXXX, XX.XXXXX] — paste them directly into Google Maps or Waze.
From [nearest town]: take the [road name] heading [direction] for approximately [X] km. You'll pass [landmark 1] on your left, then [landmark 2]. After [landmark 2], take the next turning on the [right/left] — it's a gravel track, this is correct. The property gate is [X] metres down this track.
Gate access
The main gate has a digital keypad on the right pillar. Code: [XXXX]. Push the gate after entering — it takes 5 seconds to release.
Parking
Park inside the gate, on the gravel area to the left. Do not park on the track — the neighbor's tractors need to pass.
The house
The front door key is in the lockbox mounted on the left of the porch. Code: [XXXX].
Important numbers
- Me: [phone]
- Property manager (on-site): [phone] — available [hours]
- Local emergency services: 112
If you can't find the property: call me immediately. Don't guess — the roads in this area all look similar.
What to send and when
The templates above work best when delivered at the right moment:
At booking confirmation: a short welcome message confirming their dates and promising detailed arrival instructions closer to the time.
2 days before arrival: the full check-in instructions. This is when guests read carefully — they're planning their journey.
Morning of check-in: a brief reminder with just the entry code, lockbox code, and check-in time. Three pieces of information, nothing more.
1 hour before estimated arrival (for late arrivals): a condensed version of the late arrival template above.
Sending instructions too early means they're forgotten. Sending them only at booking means they're buried. The 2-days-before timing is the sweet spot.
Check-in instructions inside your welcome guide
Written check-in instructions sent by message have one weakness: they get buried in a messaging thread. By day three of a stay, guests often can't find them.
A digital welcome guide solves this — check-in instructions, WiFi, house rules, and local recommendations all in one place, accessible by QR code at any time during the stay. Both belong in your welcome guide, accessible by QR code throughout the stay.
Welkome generates a complete digital welcome guide including your check-in instructions in 30 seconds. Guests scan a QR code on arrival and access everything in their language — no more searching through message threads at midnight. Free for 1 property.
Frequently asked questions
How detailed should check-in instructions be?
As detailed as necessary to get a first-time visitor in without calling you. Test your instructions by imagining a guest who has never been to your city, doesn't speak your language well, and arrives at night. If they could follow your instructions without help, they're detailed enough.
Should I include the entry code in my check-in instructions?
Yes — but time it carefully. Don't include the code in a message sent at booking (too early, security risk). Include it in the message sent 1-2 days before arrival and in a morning-of reminder. If you use a smart lock with rotating codes, send the specific code 24 hours before arrival.
What if guests can't find the building?
This is the most common check-in problem. Prevent it with: a Google Maps pin (not just an address), a landmark description, and a photo of the building entrance. All three together eliminate almost all "I can't find it" calls.
Should check-in instructions be in multiple languages?
Yes, if you have international guests. A guest reading instructions in their second language under pressure makes more mistakes. Auto-translation tools make this straightforward — there's no reason not to offer it.